cma edu guide
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TABLE OF CONTENTS
About CMA
Welcome to CMA EDU
How to Start a Chapter
Officers
Electing Officers
Faculty Advisor
Semester Outlook
Chapter Meeting Example
Campus Promotion & Recruiting
Maintain Charter
Brand Guidelines
More than 7,400 music industry professionals and companies
around the globe are members of the Country Music
Association. Formed in 1958 as the first trade association for
a single genre of music, the organization’s objectives are to
serve as an educational and professional resource for the
industry while advancing the growth of Country Music around
the world.
CMA brings Country Music to the world, not only through its
three signature events, CMA Music Festival, CMA Awards and
CMA Country Christmas, but throughout the year as a platform
to promote the genre, its artists and its community with
initiatives and events with the sole purpose of advancing
Country Music.
WELCOME
CMA EDU is the Country Music Association’s college outreach and business development program. CMA
EDU’s primary focus is to educate college students on career opportunities within the music and
entertainment industries. Each semester CMA EDU invites industry professionals including artists as guest
speakers to their respective campuses. Industry speakers share their insights into the field, discuss current
industry trends and impart concrete advice on how to successfully pursue and excel in a music business
career.
CMA EDU Chapters are also challenged to work directly with industry professionals on projects tailored to
the college market. These projects allow students to strengthen teamwork skills, gain practical industry-
related experience and participate in fun and innovative music initiatives.
CMA EDU Contact Information:
Tiffany Kerns – Community Outreach Manager @ CMA
tkerns@cmaworld.com
(615) 244-2840
www.cma-edu.com
HOW TO START A CHAPTER 1. Identify a qualified CMA EDU President. The success of a chapter hinges on student leadership. The President must
demonstrate proven leadership ability, organizational skills, commitment and initiative in developing the program. The President is
the primary point of contact between the chapter and CMA.
2. Identify a dedicated faculty advisor. The faculty advisor ensures that CMA EDU is successful and able to sustain growth long
term. The faculty advisor liaises between the President and university leadership when necessary. The faculty advisor serves as a
resource in negotiating conflict and offers guidance to the President and the Executive team. The faculty advisor does not have to
specialize in the music or entertainment field, however, the advisor must recognize the value CMA EDU as a development tool for
college students interested in pursuing a career in music and entertainment industries.
3. Identify at least 10 CMA EDU members. All CMA EDU chapters must have at least 10 students with active memberships at all
times.
4. Identify regional industry opportunities. CMA EDU strives to provide concrete industry-based experiences for its members. In
order to do so, there must be industry outlets (radio stations, concert venues, management firms, event production companies) in
the area to recruit as partners in developing these types of opportunities.
5. Register as official organization with university. Most universities have their own guidelines for student organizations. All CMA
EDU chapters must meet and maintain university standards and abide by all university guidelines. Being recognized as an
approved student organization allows the chapter to promote the program freely on campus, reserve meeting space and access
other university resources. *Constitution provided by CMA.
6. Complete Chapter Information Sheet & Conference call with CMA
WHAT’S NEXT
1. President: Meet with each officer to discuss their goals for the semester. Start identifying key industry leaders in
your market and set up meetings (radio, venues, etc.)
2. VP Communications: Review CMA marketing collateral. Communicate with Courtney Beebe (CMA
Communications Coordinator.) Register for Country Aircheck and MusicRow. Activate Facebook, Twitter and
Instagram.
3. VP of Finance: Create spreadsheet for in-kind donations and any financial transactions for the CMA EDU.
4. VP of Membership: Be sure chapter link is activated on-line and you are receiving emails when new
registrations come through. Create spreadsheet/roster to track CMA EDU members. Activate email account.
Identify volunteer/internship opportunities in your city.
5. VP of Special Events: Schedule semester kick-off and monthly membership meetings. Work with VP of
Membership to identify potential guest speakers.
*All industry leaders/guest speakers are to be contacted/solicited by CMA unless discussed and approved by
CMA staff. If you have a pre-existing relationship with an industry professional please notate on your
Chapter profile.
OFFICERS
Faculty Advisor
President
Vice President of Communications
Media outreach, monthly, newsletter, social media, manage Chapter content,
etc.
Vice President of Special Events
Manage all event logistics, schedule guest
speakers, AV
Vice President of Membership
Represent membership, solicit new members,
create opportunities for members
Vice President of Finance
Record all financial transactions, track in-
kind donations
PRESIDENT
The person "in charge," responsible for supervising/overseeing the work of the other officers and ensuring that they
function together as an effective team
Presides and sets agendas for all meetings of the organization
Schedules all meetings, events and activities for the organization
Prepares and files charter forms on behalf of CMA EDU
Is present at most (if not all) organization events
Maintains frequent contact with CMA EDU faculty advisor and CMA Community Outreach Manager
Attends any required or recommended student organization meetings
Coordinates organization elections
Represents organization at official functions
Serves as a role model and representative to the group and how membership should behave and be involved in the group
VICE PRESIDENT OF COMMUNICATIONS
Develop and implement communications plan to advance CMA EDU
Recruit and manage a communications team to support the development and execution of the communications
strategy
Develop social media strategy that will allow CMA EDU to cultivate and enhance CMA EDU membership
Work with Executive team and membership on consistent messaging to members, campus, media, etc.
Oversee development of all CMA EDU communications including socials, recruitment materials and electronic
communications including monthly CMA EDU newsletter
Serve as a spokesperson and point person on media interactions that help promote and/or impact CMA EDU
Exercise judgment to prioritize media opportunities, and prepare talking points, speeches, presentations and
other supporting material as needed
Maintain lines of communication among undergraduates, alumni, university, CMA and other audiences.
Generate local press for CMA EDU and events
Align all communications with CMA EDU’s mission and values
Take minutes at membership meetings and executive meetings, and distribute them to the membership
VICE PRESIDENT OF COMMUNICATIONS-CONT.
Details:
Digital Strategy (includes Facebook, Instagram, Twitter, Snapchat, Periscope)
Monthly Newsletter through Emma – must be sent out the 1st through 5th every
month.
Manage and schedule communications calendar (control all messaging being
distributed throughout the semester)
Create invites for all CMA EDU events (Piktochart access)
VICE PRESIDENT OF COMMUNICATIONS–CONT.
Elevator Speech. As the VP of Communications its important CMA EDU’s message is clear and consistent on
campus. Below you will find the suggested talking points for CMA EDU.
1) CMA EDU is a student based organization affiliated with the Country Music Association. Our objective is to
educate students on career opportunities available in the music and entertainment business while providing
hands on experience that will grow their professional acumen. Whether it’s through guest speakers or industry
projects the experience you will gain from being a member of the organization will help as you build your
professional resume. The insight our demographic offers to the music and entertainment industry is significant
to the future of the business. 5) Together we will strengthen the industry while developing our skillset to be
the next generation of industry leaders.
2) Since starting CMA EDU our Chapter has had the opportunity to hear from industry leader
_______________________, attend soundchecks for ____________________ and participate on projects for
________________________.
3) CMA EDU identifies internships, volunteer opportunities, job openings to members who are actively involved
and interested in pursuing a career in the music and entertainment industry.
VICE PRESIDENT OF MEMBERSHIP
Must be able to build membership each semester
Must maintain relationship with all members (one on one meetings, membership meetings, etc.)
Keep an up-to-date roster of names and addresses of all chapter members
Put notice in every other newsletter that members should contact you to update any changes to their contact information
Handle all correspondence in relation to CMA EDU applications (i.e. reach out each time someone submits an application)
Respond to requests for information about membership through telephone calls, personal contacts, and correspondence
Notify each member of CMA EDU membership status once a semester
Follow up to encourage non-members to become a member
Provide a new member orientation (if necessary)
Maintain supplies of membership materials: applications, informational brochures, etc.
Plan prospective member events (identify recruitment opportunities on campus)
Attend and participate in all scheduled Executive and membership meetings
VICE PRESIDENT OF SPECIAL EVENTS
Obtains appropriate facilities for all CMA EDU activities
Establishing plans for pre-event preparation and day-of logistics
Work with industry leaders, artists, etc. on all event details while maintaining the
highest level of professionalism
Creating event task lists and ensuring that everything is done in a timely manner
Working with VP Communications to ensure students are aware of all upcoming
events
Ensuring that all events are delivered at high quality levels
Working with VP Finance to ensure events are within budget
VICE PRESIDENT OF SPECIAL EVENTS-CONT. Pre Event Checklist
1-3 Months Out
Guest speaker finalized
Location confirmed
Finalize talking points, questions, etc.
Travel & accommodation arrangements (car, hotel, etc.)
Financial needs submitted to VP of Finance (room fees, travel, etc.)
Work with VP of Communication on promotional plan through socials,
newsletter, etc.
Draft program/run of show
Request bio from guest speaker/photos
Create event pages on all relevant outlets (add to calendars on campus)
Determine AV equipment needs
Parking
Signage needs
Work with VP of Communications to develop video content surrounding the
event (promo video)
Arrange meetings with faculty members, student organizations, etc. on
campus about inviting students
Create monthly/weekly reminders about event
1-3 Weeks Out
Request copy of presentation if guest speaker has one (print copy for
backup)
Final refreshment numbers
Final run of show
Meet with Executive team to confirm individual details
Ensure registration table is stocked (promotional materials, signup sheet,
etc.)
Finalize shot sheet for photographer (list of photos needed)
Event Day
Print out run of show for Executive team, faculty member, guest speaker
(make sure all phone numbers are included on ROS)
Set up AV needs (give plenty of time)
Pick up refreshments
Water stocked for guest speaker
Be sure photographer has shot sheet and is able to take photos
Immediately Following
Post Event Report & Survey
Send thank you note from Chapter to guest speaker, faculty members, etc.
(anyone who helped make the event a success)
Collect receipts for VP of Finance
Complete recap/summary for monthly newsletter
VICE PRESIDENT OF SPECIAL EVENTS-CONT. Photography Shot Sheet
Guest speaker from multiple angles
Students listening and asking questions
Guest speaker with Executive team
Guest speaker with President
Guest speaker with students in the background
VICE PRESIDENT OF FINANCE
Create a budget that aligns with the CMA EDU priorities and ensures financial
stability.
Maintain financial records that account for all expenses and revenues
Manage member reimbursement
Communicate with CMA on all financial needs
Ensure CMA EDU is up to date on all financial obligations (fees) to the university
ELECTING OFFICERS
All chapters establish voting policies specific to their organization and outline
those policies in the chapter’s bylaws (provided by CMA.) Chapters should make
the voting process transparent and inclusive as to ensure the greatest measure
of accountability and diversity within the chapter’s membership.
Elections will take place at the end of every Spring semester. The inaugural year,
elections DO NOT take place but are appointed by CMA.
FACULTY ADVISOR
A chapter advisor supports the President and Executive Team in establishing CMA EDU on
their respective campus and will continue to support the chapter after it has completed the
application process. Chapter advisors serve as a resource for accessing university
leadership and advocate amongst other faculty members. Chapter advisor responsibilities
include:
Assisting President in accessing university resources to promote CMA EDU on campus Ensuring all university requirements are met for official student organization status Attending events and meetings as schedule permits Advocating for CMA EDU amongst other faculty members Serving as facilitator for student leaders in interpreting university policies and procedures
Faculty Advisor Criteria Full time faculty or university staff member Recognizes the value of CMA EDU as a development tool for college students Help plan and execute chapter events
SEMESTER OUTLOOK
CMA EDU Executive Meetings – Executive members should meet monthly to
discuss all CMA EDU business and strategize on the Chapter’s behalf.
CMA EDU Membership Meetings – Members are encouraged to meet monthly to
discuss membership, all CMA EDU events, all relevant industry projects, task
assignments, etc. Meetings should engage members in open discussion concerning
music & entertainment initiatives.
Industry Speakers – CMA draws from its 7,200 members and countless industry
partners to provide knowledgeable, experienced music business professionals as
speakers.
Industry Field Trips – On occasion industry leaders will invite students to visit with
them on-site (radio station, concert, sound check, etc.) as opposed to visiting CMA
EDU on campus. These opportunities are only available to CMA EDU members.
SEMESTER OUTLOOK
CMA EDU Projects – Each semester CMA EDU members are tasked with a
variety of industry projects, created specifically for CMA EDU by the industry.
These projects aim to give CMA EDU members an insiders look while building
an effective resume.
Volunteer Opportunities – CMA EDU members often volunteer at live music
events, festivals and other industry related opportunities. There are generally a
limited amount of spaces available and require time away from campus.
Volunteer opportunities are an excellent way of gaining professional experience
and building your network.
SEMESTER OUTLOOK - SAMPLE
August September October November December
Executive Team
Meeting
Eli Young Band to
visit campus
CMA EDU students
visit Brantley Gilbert
tour (10 students)
CMA Awards social
media project &
viewing party
CMA EDU Holiday
Party
Booth at
organizational fair /
school starts
Skype interview live
from CMA with John
Huie with CAA
Radio marketing
team visit to discuss
branding
Skype interview live
from CMA with Damon
Whiteside, SVP of
Marketing &
Partnerships CMA
Last meeting for Fall
semester –
acknowledge all
graduating members
Kick-off/interest
meeting: invite campus
radio, play music,
pizza, brief CMA EDU
presentation
Monthly CMA EDU
meeting
Skype interview live
from CMA with Ed
Hardy CMA Chairman
Monthly CMA EDU
meeting
Executive Team
meeting to discuss
Spring semester
1st CMA EDU
membership meeting:
announce all semester
project opportunities
CMA EDU to
volunteer at local
radio remote
Monthly CMA EDU
meeting
Songwriters round –
invite local
songwriters
Skype interview live
from CMA with Sarah
Trahern, CMA CEO
CHAPTER MEETING SAMPLE AGENDA
Time Action Person Responsible
Call to Order President
6:00 Membership Report VP of Membership
6:05 Events Report (upcoming
events, guest speakers,
etc.)
VP of Special Events
6:10 Communications Report VP of Communications
6:15 Finance Report VP of Finance
6:20 Project
Planning/Discussion
Membership
6:55 Closing remarks President
CAMPUS PROMOTION & RECRUITING
A CMA EDU chapter should always be working to promote the program on campus
and recruit new members. This can be accomplished through a variety of ways:
Social media interactions – Each chapter will have a Facebook, Twitter and
Instagram account. Chapter members should actively use these tools to reach
other students and provide them information about the program. CMA Community
Outreach Manager should have login information for each Chapter.
Campus events – Chapters can plan talent competitions, writer’s nights, socials,
concerts (acoustic), viewing parties, charity fund-raisers and other activities as
discussed with your members.
Student fairs – Chapters set up booths at student fairs or in common areas to
distribute information on CMA EDU and hand out merchandise.
CAMPUS PROMOTION & RECRUITING
All CMA EDU Chapters will receive a promotional kit each semester. This kit contains promotional
products with the CMA EDU brand to use for recruiting new CMA EDU members. Please be
strategic with your promotional items. Should you need additional product, please advise CMA.
Promotional kits will also include generic marketing materials (brochures, flyers, etc.)
CMA produces a seasonal membership magazine which will also be sent to Chapters throughout
the year. This is a great resource to stay current with CMA news, industry headlines and the what
to expect next. Chapter members are also encouraged to visit www.closeup.com for information in
a digital form.
CMA has an incentive program in place for those Chapters excelling in recruiting, branding,
participating in industry projects, volunteering, etc. The incentives include CMA EDU table cloths,
pop-up signage, banners, additional promotional materials, free event swag, etc.
MAINTAIN YOUR CHARTER
Must have Executive team in place
Must have a minimum of 10 members
Must have faculty advisor (to be provided to CMA)
Must have scheduled membership meetings
Must plan at least 1 social event per semester (guest speaker, sound check, etc.)
Must maintain all social media accounts (Facebook, Twitter, Instagram)
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